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Managing Qualtrics Renewals

Suite

Customer Experience Employee Experience Strategy & Research

Product

Qualtrics

What's on this page

About Managing Qualtrics Renewals

This page contains information on what to expect and how to manage your subscription renewal. Here you’ll find information on renewal timelines, the renewal process, and more. For information on managing other financial interactions with Qualtrics, see Payment, Billing, & Renewals.

Qtip: We recommend reviewing your specific Qualtrics agreement for terms related to your renewal, including any notice periods for changes or non-renewal.

Understanding Renewal Timelines

As your current subscription term approaches its end, Qualtrics will reach out to discuss your renewal.

Renewals involving a direct continuation of your current services are managed by a Qualtrics Renewals Specialist from the Account Services team. More complex renewals, or renewals involving a change to your current services, will likely be managed by your Account Executive.

The Renewal Process

You can expect the following steps as part of the renewal process.

Initial Contact & Review: Qualtrics will reach out to schedule a time to discuss your upcoming renewal or provide you with initial renewal information. We recommend reviewing your current usage and how Qualtrics is meeting your needs before this meeting.

Discussion & Alignment: You will meet with Qualtrics to discuss your needs and renewal plans. If you have new projects, an expanding team, or evolving requirements, these can be discussed with your Account Executive to ensure your renewed subscription aligns with your future goals.

Receive Renewal Proposal/Quote: You will receive a formal renewal proposal or quote detailing the services, term, and pricing for your renewed subscription based on previous discussions and your existing entitlements.

Confirmation & Contract Review: Confirm your renewal. The way your renewal is confirmed depends on the terms outlined in your specific Qualtrics agreement. We strongly encourage you to review your contract for details regarding renewal procedures, confirmation requirements, and any applicable notice periods for making changes or opting out of renewal.

Invoicing: After your renewal is confirmed and processed, you will receive an invoice for the renewed term as per the agreed billing cycle.

Changing Your Subscription

Renewals are an ideal time to assess if your current Qualtrics package still meets the needs of your organization. The following changes can be made to your subscription during the renewal process:

Adding Products, Features, or Users: If you are interested in expanding your use of Qualtrics by adding new products, specific features, or increasing user counts, please discuss these needs with your Account Executive. They can provide guidance on the best solutions and update your renewal proposal.
Adjusting or Downgrading Your Subscription: If your needs have changed and you are considering a downgrade or adjustment to your current services, please raise this during your renewal discussion. Depending on the nature of your subscription and the changes requested, your Account Executive or a Renewals Specialist will guide you through the available options.

Contacting Qualtrics with Renewal Questions

If you have questions about your renewal that are not covered on this page, see below for where to go for more information.

For Specific Renewal Questions: If you have questions directly related to an ongoing renewal discussion, please use the contact information of the Account Executive or the Qualtrics Renewals Specialist who has already reached out to you.
For General Account & Administrative Support: For other administrative or account-related support inquiries, submit a request for assistance through the Customer Success Hub.

For any other questions regarding your license or subscription not covered here, please contact your Account Team.

Qtip: If you need to find your Account Executive or their contact information, follow the steps in Contacting Your Account Executive and Technical Success Manager.

FAQs

Who should I contact if I have questions about my renewal quote?

Your primary point of contact will be the Qualtrics representative who reached out to you with the renewal information – either your Account Executive or a Renewals Specialist. If you are unsure, reach out to your Account Executive.

What if our organization's primary contact for renewals has changed?

Please inform your Account Executive or the Renewals Specialist handling your renewal as soon as possible so your records can be updated. You can also request updates to your billing information within the Billing Details section of the Customer Success Hub.

How do I confirm my renewal?

If your contract requires active confirmation (e.g., a mutual agreement renewal clause) or if you are requesting changes to your license, you will typically receive an order form or renewal agreement that requires your signature. In some scenarios, Qualtrics can accept a purchase order (PO) in place of new signatures. Your Qualtrics representative will guide you through this process. We may require your confirmation (in writing, a signed order form, or a PO) to move forward with processing the renewal. You can also indicate whether or not you intend to renew online and update your information, using the Customer Success Hub.

How do I confirm my renewal if my contract mentions auto-renewal?

For a renewal proceeding without changes to your existing services, your subscription will automatically renew according to the terms and notice period specified in your contract (standard auto-renewal language is often included, but terms can vary). Generally, no action is required from you to continue your service if you wish for it to auto-renew as is. You can expect to receive your renewal invoice approximately 30 days before your current contract term expires. If you wish to make changes or discuss your auto-renewal, it is important to contact your Account Executive or the Account Services team within the timeframe stipulated in your contract's notice period. You can also update billing contacts, billing addresses, PO numbers (if applicable), and additional billing instructions related to your renewal in the Customer Success Hub.

How do I get a copy of my contract?

While standard auto-renewal language exists, specific terms can vary. If you would like to review the details of your current contract, you can request it by contacting the Account Services team through the Customer Success Hub.

What happens after I confirm my renewal (or after it auto-renews)?

Once confirmed (either actively by you or via an auto-renewal clause) and processed, your subscription will be extended for the new term. You will be invoiced according to the payment terms outlined in your renewal agreement.

What do I do if I have additional questions or notice an error on my renewal invoice?

Contact the Account Services team by submitting a request through the Customer Success Hub. They can assist with any billing inquiries.

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